Collecting: It is difficult to attain music that users require. This is because the song title is the only information that is provided.
Organising: Filing the music within the store is not efficient as workers take longer to find the correct location of songs. In addition, the users are finding it too time consuming searching for the music that they would like. This problem has been a contributor to decreased sales.
Analysing: By only storing information about the song titles, data about customer buying habits is challenging to obtain.
Storing/Retrieving: The electronic database currently only stores song titles and is not online. The storing of the data is simple. The song title only needs to be entered. The retrieval of information is challenging though. For example, if a customer only knew the artist's name, not the song title, they would not be able to view their songs. Thus, contributing to the business going into the decline stage of the life cycle.
Processing: Manipulation of the data through encoding and decoding for purchase at the register is done currently in-store using a barcode system. It would be more efficient to implement a new database containing more information about the data. Introducing the store to the online market would benefit the company in terms of sales and organisation. An online store will also make it simpler for customers to search for and access their favourite songs.
Transmitting/Receiving: The hardware and software set up of the old system needs to be able to match the new system so the transference of information can be achieved. The current methods of transmitting and receiving information are limited as the storage of the songs and other music items are not organised. This could be costly to adjust.
Displaying Information: The music is filed within the store in storage units that place the music facing downwards an alphabetical order of the song titles. This makes it difficult for the customers as well as the staff to locate the various artists and their music. In addition, the aesthetics of the store is of a low standard. The music is not displayed, making the appeal of the store look distasteful overall.
Data Collection:
This is the process whereby decisions are made on what data is collected, locating as well as gathering the data from a variety of different sources. Currently "Music Online" has a limited amount of data. It is vital to ensure that accurate information is stored in the new "Music Online " store and a greater capacity of information is recorded. The data that is required includes:
Song title
Artist
Album name
Genre
Record label
Year of release
Number of Tracks
At the moment, the data is gathered manually by the staff members within the shop. However, with the implementation of the new online shop, the data will be transmitted, stored and received electronically and can be done by the manager within the store or at another location. The input must be set up into a specific program on the computer, which is the database created by Microsoft Access.
Project Plan:
Who: Mr. Music, the Manager of “Music Online” will hire the best team, who will develop and build the new system and train staff members how to use it.
What: Database consisting of a number of related tables with corresponding queries.
When: Within a three month schedule.
How: Pilot conversion which involves a small portion of the organisation to be trialled with the new system, before implementing the system throughout the whole store.
PROBLEM DEFINITION:
The existing system only contains information regarding the song titles. Any other relevant information such as song history or artist details is not provided. The users are unable to search for music effectively, making the system ineffective and causing several problems for users. For this reason the problem cannot be solved quickly as a new system needs to be effectively implemented.
Solution:
Follow the 5 stages of the development cycle using effective management and communication strategies, to understand the current problem, plan and make decisions about the current and new system, design a working system, as well as implement and evaluate an online database to improve the efficiency of "Music Online".
Advantages of working online:
Increase efficiency of business operations
Increase sales as it opens up the online market
Easily accessible for consumers that do not have a way to the store
Marketing strategies to promote the business has been broadened
REQUIREMENT REPORT:
There are a number of necessary requirements of the new database, including:
Utilise Microsoft Access as a powerful technological tool for the business
Decreasing the amount of time spend on filing for staff
Increasing efficiency within the store and online store. Customers are able to quickly adapt to the system and find their favourite songs quickly.
Ease of training staff to use the new system
Simple manipulation of music details if changes need to be made
Ease of storage of the database into a server
Simplicity of searching for songs, artists or albums
Ability to easily tell if the stock is within the store or not. Especially when customers call “Music Online”.
(H2.1, H6.1, H7.2)
Deficiencies with each Information Process:
Data Collection:
This is the process whereby decisions are made on what data is collected, locating as well as gathering the data from a variety of different sources. Currently "Music Online" has a limited amount of data. It is vital to ensure that accurate information is stored in the new "Music Online " store and a greater capacity of information is recorded. The data that is required includes:
At the moment, the data is gathered manually by the staff members within the shop. However, with the implementation of the new online shop, the data will be transmitted, stored and received electronically and can be done by the manager within the store or at another location. The input must be set up into a specific program on the computer, which is the database created by Microsoft Access.
Project Plan:
- PROBLEM DEFINITION:
The existing system only contains information regarding the song titles. Any other relevant information such as song history or artist details is not provided. The users are unable to search for music effectively, making the system ineffective and causing several problems for users.
For this reason the problem cannot be solved quickly as a new system needs to be effectively implemented.
Solution:
Follow the 5 stages of the development cycle using effective management and communication strategies, to understand the current problem, plan and make decisions about the current and new system, design a working system, as well as implement and evaluate an online database to improve the efficiency of "Music Online".
Advantages of working online:
There are a number of necessary requirements of the new database, including: